2HL Copy of RFR Janitorial 2025 Bid.xlsx

Directions Purchasing Entities

The worksheet tabs in BLUE can be deleted prior to sending the file out to vendors to obtain quotes.

Guidance for Purchasing Entities:

a. Work Request Form 1 & 2: These worksheets have been developed to allow purchasing entities to choose desired services.

b. Client Questions: These questions allow the purchasing entity to get additional information from the bidders. Additional questions may be added.

c. Green Cleaning Supplies: It is highly encouraged for purchasing entities to include this tab for companies to indicate their green cleaning products used.

d. Subcontractors: This tab can be used for vendors to list their subcontractors, contact information, value of the contract, whether the sub is a Minority and Women Business (MWBE), and to provide a brief description of services.

e. Site Visit Sign-In Sheet: This sheet can be used for vendors to sign in and can be DELETED prior to sending to vendors.

f. Prevailing Wage Rate: If prevailing wage is applicable, Purchasing Enitity must request prevailing wage rates from the Department of Labor Standards and provide prevailing wage rates to bidders at time of Request for Quote.

Janitorial Services Contract Site Visit Guidelines for Purchasing Entities

1. Preparation

Assign personnel (Tour guides): Assign two individuals the task of preparing for the visit. Choose individuals who could act as back up for one another. (Don’t choose two people who ride to work together). This is to ensure someone will be able to conduct the tour in case of illness or delay. Confirm this assignment with both individuals.

Review specification sheet: Have the assigned tour guides read through the Work Request Excel worksheet to become familiar with its function, thinking about their route in touring the site.

Advance walk through: Have the assigned tour guides use the Work Request Excel worksheet to go through a test walk through of the tour. Have them ask themselves:

• Is everything we need to have cleaned mentioned in the spec sheet?

• Is the frequency of cleaning appropriate?

• Is there a square footage listed for each floor care area? Is it correct?

• Is there a quantity listed for each item such as toilets or waste receptacles? Is it correct?

• Will the tour plan allow vendors to see all work areas?

• Who will supply disposables, etc?

Review guest list: Share the guest list with the assigned tour guides so they know whom to expect. Some firms may send two representatives when there is more than one component to the work.

2. Day of event

Tour Guide and Material: Although two tour guides have prepared, only one need conduct the tour unless the group is large. The materials to conduct the event should be on hand and available in the event a backup person needs to conduct the tour.

Check-In: It is required that all invited bidders attend the site visit. This eliminates misunderstandings about the work that can taint performance once the contract is awarded. Attendance is verified by having each attendee complete (legibly) their information on the Sign-In Sheet. If a company is represented by more than one attendee, all representatives must sign in. Once the site visit has begun, late arrivals may not be allowed to tour the site and are disqualified from the competition.

Uninvited vendor: If an uninvited vendor arrives, they are not allowed to participate.

Beginning the tour: When all invited vendors have arrived, announce to the group that the tour is starting and lead them through the site. You may consider asking that all electronic devices (cell phones, pagers, etc.) be turned off during the site visit to ensure everyone can actively listen and participate in the tour.

Conducting the tour: Point out the work detailed in the specifications, and tell them your expectation regarding the cleaning standards to be met.

Questions: Those questions that are easy may be answered. In cases where the spec or bid are unclear about a point, or the guide is not sure, the question should be sent by the questioner to the Client’s Primary Point of Contact/Contract Administrator. Only those answers made via amendment will bear upon award. In all other matters the written document will be binding. The tour guide should tell the attendees Only those answers made via amendment will bear upon award. In all other matters the written document will be binding.

Ending the visit: After a few questions, the tour director thanks the group for their interest and dismisses them.

Thank you for conducting your site visit. This saved your agency money and put you in control of this event at your site. Your assistance is appreciated.

Site Visit Sign-In Sheet

Initial Name Title Company Phone Email Address

Bidder representation is mandatory. Vendors must attend the Site Visit to submit a responsive bid.

mailto:Frances.Pearson@state.ma.usmailto:Heather.R.Labonte@mass.gov Directions for Vendors

Guidance for Vendors:

Work Request Form tab: Please fill in all of the boxes highlighted in BLUE. If a section is crossed out, it means the purchasing entity does not desire this service. Vendors are asked to submit hourly wage, in addition to minutes requried to complete the task.

Client Questions: Please answer all questions listed. If vendor would like to attach additional information, it should not be in lieu of filling out the client questions. Vendor can cut and paste information from other bids into this file.

Green Cleaning Supplies: All vendors are required to list their green cleaning products that will be used for this contract. These products were submitted as part of the response to the RFP.

Subcontractors: All vendors are required to submit information about their subcontractors, value of services for the contract, and whether the sub is a Minority Woman Owned Business as certified by the Commonwealth.

3.9.1 Project Based Rates, Prevailing Wage Compensation

A Project Based Rate is dependent on the size of the buildings, offices and/ or facilities, the frequency, and times of service.

Prevailing Wage Prevailing Wage Rates are required to be paid for this contract but only apply to employees of contractors which provide cleaning and maintenance services for public buildings, either owned or rented by the commonwealth (M.G.L. Chapter 149, Section 27H). Cities, Towns and School districts using this contract are not subject to Prevailing Wage requirements.

For those required to use prevailing wage rates, all jobs must be bid on a project based rate. Despite this, compensation to vendor’s employees under this solicitation is according to prevailing wage requirements for the specific location of the jobs. There are no mandatory or prescriptive staffing requirements. Payment of prevailing wages must be consistent within the region that the services are being provided. Please note that all public entities are responsible for ensuring that they are meeting the requirements of the Massachusetts Prevailing Wage Law, M.G.L. c. 149, § 27. Contractors can request an “Example Request for Prevailing Wages” from the Department of Labor Standards by visiting their website here: http://www.mass.gov/lwd/labor-standards/prevailing-wage-program/ and clicking on “Example Request for Prevailing Wages”, then “Continue without registering” and entering the details of the project. The rates provided will be the prevailing wage rates in effect at the time of the request. However, this will not be an “official” wage sheet, as only eligible entities (state agencies, towns/cities, etc.) can request an official rate sheet. Prevailing wage law states that it is the responsibility of the Eligible Entity (the state agency, town/city) to provide the contractor with a copy of the most current prevailing wage sheet at the time of the quote request. The wage sheet provided by the eligible entity to the contractor will be the official wage rate sheet. Payroll form can be found here: http://www.mass.gov/lwd/docs/dos/prevaling-wage/pw-payroll.pdf Prevailing Wage compliance form can be found here: http://www.mass.gov/lwd/docs/dos/prevaling-wage/pw-compliance.pdf The link above will also bring you to a page with general information regarding the prevailing wage.

3.2.2 Green Cleaning Products

As mentioned in Section 1, Procurement Scope for this RFR, this solicitation requires the use of environmentally preferable, or “green” cleaning products by all awarded contractors as required by Governor Patrick’s Executive Order 515 and as specified on the statewide contract FAC85, Green Products, Programs, Equipment and Supplies (or any successor contract for these products) in addition to being posted on the Approved Green Products List on the EPP website. All chemicals (except for disinfectants and sanitizers) on the statewide contract for green cleaning products have been “Independently Third Party Certified;” meaning they are certified by an established and legitimate, nationally-recognized program developed with the purpose of identifying environmentally preferable products. Any such certification program shall verify all green claims and test for the actual performance of the product.

Work Request Form 1

Bidder Company Name: SDO Status:

Next Step >> mailto:Frances.Pearson@mass.govmailto:Frances.Pearson@mass.govmailto:Frances.Pearson@mass.gov Work Request Form 2

Statement of Work

Client Questions

1. In 100 words or less describe your company’s ability to provide quality cleaning services. (For example: Cleaning standards/procedures, equipment/products used, number of employees/supervisors, etc.)

2. In 100 words or less describe your company’s experience (number of years) in providing Janitorial services for similar building sizes (square footage) and types (General Office, Medical Facility, Lab, Warehouse, etc.).

3. Describe your overall reliability as a cleaning service provider. (For example: History of being on time, availability, emergency plan, coverage for absent employee, etc.)

4. Describe your company’s customer service and how your company will ensure the contract requirements will be met. (For example: Handling change requests, dispute resolution, response time, use phone and/or email, use a logbook, etc.)

Green Cleaning Supplies Complete the table below for all cleaning and janitorial products used in your operations. Please add lines to the table to show multiple products (e.g. If you use three different all-purpose cleaners depending on the job, each product should be on a separate line with the info filled out for each.)

4) Equipment – Vendors are encouraged (but not required at this time) to use equipment listed in the Approved Products List as it is energy efficient and/or may allow for reduced chemical use. However, the information should still be included on the table below.

https://www.commbuys.com/bso/external/purchaseorder/poSummary.sdo?docId=PO-15-1080-OSD01-OSD10-00000003619&releaseNbr=0&parentUrl=contract Subcontractors

Identify any subcontractors who will perform services in fulfillment of contract requirements; the nature of services to be performed and include federal tax identification (TIN) number for each subcontractor.

Lookups

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